Meeting Venues
Using Aqqo transformed our meeting and co-working space management - it's efficient, reliable and accessible
Meeting Venues
Meeting and conference centers, training facilities, business centers, and (semi-)public meeting spaces deal with a wide variety of requests every day: from short meetings and workshops to multi-day sessions with catering and AV. These organizations want to quickly send branded proposals, display real-time availability, link POS sales, and streamline financial processes—often across multiple rooms and locations at the same time.
How Meeting Venues Use Aqqo
Meeting venues centralize their entire rental process in Aqqo. Requests come in via the Online Booking Engine or the Digital Proposals (RFP) flow; with one click, sales can generate a branded proposal including packages, room setups, and AV. Once confirmed, reservations are automatically converted into a definitive booking with clear Function Sheets and task lists for catering, AV/tech, and reception.
On the event day, screens display the programs per room via Narrowcasting, while Remote Access Control and Lighting Integration ensure that spaces are accessible and lit precisely during the booked time slot. Consumptions and extras are added via the POS integration, linked to the same client, and combined into a single invoice. Finance manages deposits, installment payments, and bulk invoicing, while synchronizing everything with the accounting system. Management monitors operations through Financial Reports or custom dashboards via the BI integration. Multi-location support ensures one central source of truth with reporting per venue, room, or sales channel.
Key Modules
- Booking Management – daily/monthly overview, conflict prevention, option/definitive status, series & period planning.
- Online Booking Engine – self-service requests and, if desired, direct booking and payment.
- Digital Proposals (RFP) – branded proposals per location/label, with online approval.
- CRM & Customer Groups – business terms, PO numbers, rates, and payment permissions per customer type.
- Products & Packages – fixed meeting packages, AV, catering, and pricing logic.
- Online Payments – deposits and final settlements via iDEAL, Bancontact, credit card, SEPA.
- Invoicing – one invoice covering room rental, packages, and POS spendings; bulk invoicing.
- Accounting Software Integration – automatic synchronization of invoices and payments.
- POS Integration – bar/banqueting revenue linked to booking and invoice.
- Function Sheets & Task Lists – clear instructions per department.
- Room Setups – standard layouts per room with capacity and remarks.
- Narrowcasting – programs, wayfinding, and session info on displays.
- Financial Reports & BI Integration – insights per location, room, customer group, and period.
- Multi-Location Support – centralized data, management, and reporting across multiple venues and outlets.
Save time and enhance the professionalism of your proposals and invoices
